The system displays the list of all existing peer Review Forms, including name, description, and assigned review states.

9.2 Add Peer Review Form

Which users have access to this page?

Collection Administrator and Collection Manager

What does this functionality allow me to do?

Create a new Review Form to be used by peer reviewers or single reviewers at various stages in a peer review workflow. After you save this form you have to associate it with one of the review steps in a peer review workflow.

Which page do I have to be in to access this functionality?

Peer Review Page

Steps

Click on the “Add Review Form” link from Peer Review Page. · You will be redirected to the “Add Form” page Fill in the identifying information such as the title, description and help text for the form of the form: The fields marked with a * (star) are required. Click “Save” button. · The system will take you to a screen with four sections. The top section allows you to edit the identifying information for the form which you have just added. The middle section allows you to add a new question to the form. The bottom left section allows you to edit or delete existing questions from the form. And the bottom right section displays a preview of the form as it will appear at the time of review. The bottom section allows you to “Save” or “Cancel” your work for the form. Add, modify or delete questions from a Review Form. See below for details on how to Add Question To Peer Review Form and Edit Question From a Peer Review Form. After you are done with adding questions, Click “Save”. · The system displays a preview of the Review Form, as it will appear to the reviewer. At the bottom of the screen are buttons marked “Finish and save”, “Go back”, and “Cancel”. Click “Finish and save”.

At step 2, if you do not enter the required fields the system will reload the page with all previously entered data, display an error message specifying what went wrong. The form is not yet saved in the system. At step 6, if you click on “Go back”, you will be return to step 2 and may continue working on the Review Form. At step 6, if you click on “Cancel”, all your work will be discarded, and you will be redirected to View All Peer Review Forms page.

The system displays the following inputs: Prompt: Provide the prompt of Review Form. This is required field. Handle: Must be alphanumeric and unique among all other review questions for this form. This is required field. Brief Help Text: This is optional field. You may enter a brief description for this form question. Extended Help Text: Optional extended help text. When users come to answer this question, they will be provided with a link to see the extended help for this question and redirected to a new page containing the text you enter here when they click on this “extended help” link. Data Type: Select a data type for this question. At the time of review, form field value will be validated against data type. This is required field. Input Type: Select an input type and it is required field. Required: Indicate if this field is required in all peer Review Forms. If you select “Yes” then it makes it compulsory for the reviewers to answer this question when they do their review. Multiplicity: Indicate whether peer reviewers are allowed to enter multiple answers for this question. Results in an “Add Another” option being presented to the User in the when they come to use this Peer Review Form. Enter the inputs. Click “Submit”.

Result

The system verify the following: A prompt is provided A handle is provided and contains only alphanumeric characters, and is unique among all other questions for this form The input type is compatible with the data type The options are provided and are valid Controlled Vocabularies, if the input type is drop-down list, checkbox, or radio button. You will be returned to the Review Form editing section. In the bottom right-hand corner, the preview of the Review Form is updated. At this time the question is not yet saved in the system. You must save the Review Form to finalize the addition of this question to the Form.

Things to look out for

At step 2, if the system finds an error in your input, you will be notified that there is a mistake in the form, and returned to Step 2.

Click on the edit link of a question from bottom left section. · The system displays the same inputs as those described in Step 1 of Add Question To Peer Review Form, as well as the buttons “Submit”, “Disable”, “Move up”, and “Move down”. Fill in the form. Click “Submit”, “Move up”, or “Move down”. · The system verifies that the input is valid and updates the form to include the new inputs. If “Move up” was clicked, the question is switched with the preceding question in the form. If “Move down” was clicked, the question is switched with the succeeding question in the form.

Result

You will be returned to the Review Form editing section. In the bottom right-hand corner, the preview of the Review Form is updated. At this time the modifications to the question are not yet saved in the system. You must save the Review Form to finalize the modifications of this question to the Form.

Things to look out for

In Step 3, if you click the “disable” link, the question is made inactive for the form. Reviewers will no longer see this question when performing reviews. The preview of the form will be updated. In Step 3, if the system finds an error in your input, you will be notified that there is a mistake in the form. The preview of the form is not updated, you will be returned to Step 2.

Click on edit link of a Review Form in the View All Peer Review Forms page. You will be redirected to the “Edit Form” page · The system displays a screen with four sections. The top section has inputs for specifying the title, description and help text for the form. The middle section has inputs for adding a new question to the form. The bottom left section has inputs for editing or deleting each of the questions on the form. And the bottom right section displays a preview of the form as it will appear at the time of review. The bottom section contains buttons “Save” and “Cancel”. Top section display the pre-populated form with form summary information already recorded. Edit the form. The fields marked with a * (star) are required. · A form question can be edited or deleted from edit/delete link from bottom left section. · Editing a form question described in Edit Question From Peer Review Form. Clicks “Save”. · The system displays a preview of the Review Form, as it will appear to the reviewer. At the bottom of the screen are buttons marked “Finish and save”, “Go back”, and “Cancel”. Click “Finish and save”

At step 2, you do not enter the required fields the system will reload the page with all previously entered data, displays an error message specifying what went wrong. Information is not modified to the system. At step 4, if you click on “Go back”, you will be return to step 2 and may continue to working on Review Form. At step 4, if you click on “Cancel” your work for this form will be discarded, and you will be redirected to View All Peer Review Forms page.

9.4 Preview Peer Review Form

Which users have access to this page?

Collection Administrator and Collection Manager

What does this functionality allow me to do?

View the Peer Review Form as user view this form at the time Metadata Record review.

The peer review workflow is the process by which all Metadata Records are peer reviewed. It is a chronological series of steps specified by the administrator. The first step is always the submission of the Metadata Record. Subsequent steps are the combinations of the following steps.

a) Assignment Step: In this step, one user orders one or more other users to carry out some other step.

b) Single Person Review Step: A single person review is a review conducted by exactly one person, and may result in one of the following decisions:

· Accept - The Metadata Record is accessioned into the collection, and may not be removed until a user de-accessions it through the Quality Control and Validation module. No further review may be conducted.

· Reject - The Metadata Record is rejected from the collection. No further review may be conducted.

· Feedback – Feedback is requested from the resource contact through email. When the resource contact answers the request from feedback, the single-person review step is repeated.

· Redirect – The reviewer indicates that the Metadata Record should undergo with a preceding assignment step of this workflow.

c) Parallel Review Step: Parallel reviews are a set of reviews conducted by one or more person. While the resource is undergoing parallel review, it may not progress until a specified minimum number of reviews are performed.

The collection administrator and manager are free to create and modify the workflow in any way, subject to these restrictions:

The first step (after the default Submitted Step) must be an Assignment Step.

An Assignment Step may be followed by another Assignment Step, a Single Review Step or a Parallel Review Step.

All Single and Parallel Review steps must be preceded by an Assignment step.

The system displays the list of all workflows in the system including workflow name and available Metadata Record Cataloging Forms. From here you edit an existing workflow or view it by clicking associated link in action column.

10.2 Create Peer Review Workflow

Which users have access to this page?

Collection Administrator and Collection Manager

What does this functionality allow me to do?

Create a new workflow in the system.

Which page do I have to be in to access this functionality?

Peer Review Page.

Steps

Click on the “Create a new peer review workflow” link under the heading “Manage Workflows” from Peer Review Page. · You will be redirected to workflow details form. The system displays a screen which displays the first step of the current workflow, which is the Submitted step. At the top of the screen there will be a summary of the workflow. · After the summary, the system displays a form to specify workflow name and a list of checkboxes, one for each Metadata Record Cataloging Form. By checking of a Metadata Record Cataloging Form, the administrator specifies that Metadata Records from that Metadata Record Cataloging Form should be subject to the peer review workflow. · To view or change the details for an existing, you may click on that step in the summary at the top of the screen. · For all steps in the process, at the bottom of the screen the system will display some of the following buttons, subject to the workflow design restrictions described above: o Add an assignment step before this step o Add an assignment step after this step o Add a single-person review step before this step o Add a single-person review step after this step o Add a parallel review step before this step o Add a parallel review step after this step o Delete the last step o Save Workflow o Cancel Add steps to the workflow or delete them from the Workflow (see below for details). Click “Save Workflow”. · The system displays the full details of the workflow, and prompts the user with buttons to “Finish and save”, “Go back” and “Cancel”. Click “Finish and save”.

Result

A new version of the workflow is created and saved in the system. Once you create a workflow and associate it with a Metadata Record Cataloging Form, any Metadata Record cataloged through the associated Metadata Record Cataloging Form will initially be subject to Peer Review before it is ready to be validated through the Quality Control and Validation module.

Things to look out for

In Step 3, the workflow is found to have violated one or more restrictions. The “Finish and save” button will be disabled, and displays the reason why the workflow is invalid. The user must go back and fix the problem, or cancel the changes. In Step 4 if you click “Go back”, the system returns to Step 2, and you can continue to work on the workflow. In Step 4, if you click “Cancel”, the system will not save the workflow, and your work will discarded.

10.2.1 Add Assignment Step To Peer Review Workflow

Which users have access to this page?

Collection Administrator and Collection Manager

What does this functionality allow me to do?

Add an assignment step to the workflow. This step facilitates you to manage the workload of Peer Reviewers by distributing a Metadata Record among multiple reviewers of a Peer Review group.

1. Click on the “Add an assignment step before this step” or “Add an assignment step after this step” button. 2. The system will display the form with following inputs. Fill the form. · Assigning step name: Provide a name for the step. This step will be represented by this name throughout the system. · Assigning Group: The Assigning Group filed allows you to select the user groups eligible for assigning the tasks for the next step in the workflow when a Record reaches this assignment step. · Working Group: The Working Group field allows you to select the user groups eligible perform in the next step of the workflow. · Minimum number of assignments: Specify the minimum number of assignment that must be made in this step. If the next step is a Parallel Review Step then the minimum value you set here specifies the number of Peer Reviews required progress the Metadata Record further along the workflow. · Maximum number of assignments: Maximum number of assignment may be made. This is applicable only if the next step is Parallel Review Step. · Time to complete step: Set the number of days the Assigning Group will have to assign tasks for the next step to the Working Group. · At the bottom of the page the system displays “Add Step” or “Cancel” button. 3. Click on the “Add Step” Button.

Result

The Assignment Step will be added to the workflow and you will be redirected to Create Peer Review Workflow page. At the top of this page the workflow summary will be updated and you will see the step appear in your workflow. At this point the step is not saved in the system. You must save the workflow to finalize the addition of the step to the workflow.

Things to look out for

1. In Step 2, in your inputs are not valid, you will be returned to Step 2, and the errors will be reported. The following are the conditions are errors: · No assigning group is chosen. · No working group is chosen. · Minimum number of assignments input should be numeric. · Maximum number of assignments input should be numeric. · The maximum number of assignments is less than the minimum number of assignments. · Time to complete step input should be numeric. · Time to complete should not be 0 day. 2. In Step 3, if you click “Cancel”, you will be redirected to Create Peer Review Workflow page, and no changes are made to the workflow.

10.2.2 Add Single Review Step To Peer Review Workflow

Which users have access to this page?

Collection Administrator and Collection Manager

What does this functionality allow me to do?

Add a single review step to the workflow. Single reviews allow a single person to make such as the Collection Manager to make the final decision on whether or not to progress the Metadata Record further into the workflow or make it available for Validators to validate and make this Record a part of the collection.

1. Click on the “Add a Single review step before this step” or “Add a Single review step after this step” button. You will be taken to the Single Review Step form. 2. The system will display the form with following inputs. Fill the form. · Name: Provide a name for the step. This step will be represented by this name throughout the system. · Form: Select the form you want the reviewers to see when they come to perform the review at this step. If you do not have the required form available please create it first (see Add Peer Review Form for details on form creation). · Redirecting steps: Specify redirect options for the Single Reviewers. This will allow reviewers at this step to redirect the review to one of the previous assignment steps you check here. · Email template: Create a template for the email the reviewers at this stage will be able to use to send emails to the author of the Resource if they have any questions. · Time to complete step: Set the time limit in day to complete this step. · At the bottom of the page the system displays “Add Step” or “Cancel” button. 3. Click on the “Add Step” Button.

Result

The Single Review Step will be added to the workflow and you will be redirected to Create Peer Review Workflow page. At the top of this page the workflow summary will update and you will see the step appear in your workflow. At this point the step is not saved in the system. You must save the workflow to finalize the addition of the step to the workflow.

Things to look out for

1. In Step 2, if your inputs are not valid, you will be returned to Step 2, and the system will report the errors. The following conditions are errors: · No form has been selected. · Time to complete step input should be numeric. · Time to complete should not be 0 day. 2. In Step 3, if you click “Cancel”, you will be redirected to Create Peer Review Workflow page, and no changes will be made to the workflow.

10.2.3 Add Parallel Review Step To Peer Review Workflow

Which users have access to this page?

Collection Administrator and Collection Manager

What does this functionality allow me to do?

Add a Parallel Review Step to the workflow. At this step you specify details of the Peer Reviews that will be performed in parallel by Peer Reviewers.

1. Click on the “Add a Parallel review step before this step” or “Add a Parallel review step after this step”, you will be taken to the Add/Edit Parallel Review Step form. 2. The system will display the form with following inputs. Fill the form. · Name: Provide a name for the step. This step will be represented by this name throughout the system. · Form: Select the form you want the reviewers to see when they come to perform the review at this step. If you do not have the required form available please create it first (see Add Peer Review Form for details on form creation). · Assessment options: Set the assessment options for the reviewers. Each line should have exactly one option and should only contain alphanumeric character and dots. · Time to complete step: Set the time limit in day to complete this step. · At the bottom of the page the system displays “Add Step” or “Cancel” button. 3. Click on “Add Step” Button.

Result

The Parallel Review Step is added to the workflow and you will be redirected to Create Peer Review Workflow page. At the top of this page the workflow summary will update and user will see the step appear in your workflow. At this point the step is not saved in the system. You must save the workflow to finalize the addition of the step to the workflow.

Things to look out for

1. In Step 2, if your inputs are not valid, you will be returned to Step 2, and the errors will be reported. The following conditions are errors: · No form has been selected. · No assessment options are specified. · Time to complete step input should be numeric. · Time to complete should not be 0 day. 2. In Step 3, if you click “Cancel”, you will be redirected to Create Peer Review Workflow page. No changes will be made to the workflow.

10.3 Edit Peer Review Workflow

Which users have access to this page?

Collection Administrator and Collection Manager

What does this functionality allow me to do?

Modify an existing peer review. If you edit a workflow, Records that were already being reviewed using the old workflow will continue to use the old workflow. Therefore, when you edit a workflow a copy of the workflow will be created and new Metadata Records will use this new workflow.

1. Click on the “Edit workflow” link of an existing workflow from View All Peer Review Workflows page. You will be redirected to the workflow details form. The system displays a screen which displays the first step of the current workflow, which is the Submitted step. At the top of the screen is a summary of the existing workflow. 2. After the summary, the system displays a pre-populated form with workflow name and a list of checkboxes, one for each Metadata Record Cataloging Form. By checking the checkbox of a Metadata Record Cataloging Form, you will be able to specify that Metadata Records cataloged using that Metadata Record Cataloging Form are subjected to the Peer Review using this workflow. 3. To view or change the details for another step, Click on that step in the summary at the top of the screen. 4. For all steps in the process, the bottom of the screen will display some of the following buttons, subject to the workflow design restrictions described above: Add an assignment step before this step Add an assignment step after this step Add a single-person review step before this step Add a single-person review step after this step Add a parallel review step before this step Add a parallel review step after this step Delete the last step Save Workflow Cancel 5. Add steps to the workflow or delete them from the workflow as described above. 6. Click “Save Workflow”. The system displays the full details of the workflow, and prompts the user with buttons to “Finish and save”, “Go back” and “Cancel”. 7. Click “Finish and save”.

Result

A new version of the workflow will be created and saved in the system. Once you create a workflow and associate it with a Metadata Record Cataloging Form, any Record user upload through the Metadata Record Cataloging Form will initially be subject to Peer Review before it is read to be validated through the Quality Control and Validation module.

Things to look out for

1. In Step 7, the workflow is found to have violated one or more restrictions. The “Finish and save” button will be disabled, and displays the reason why the workflow is invalid. You must go back and fix the problem, or cancel the changes. 2. In Step 7 if you click “Go back”, the system you return you to Step 2, and you may continue editing the workflow. 3. In Step 7, if you click “Cancel”, the system will not save the workflow.

10.4 Preview Peer Review Workflow

Which users have access to this page?

Collection Administrator and Collection Manager

What does this functionality allow me to do?

Preview the peer review workflow and see how different steps in the workflow are structured.

You will be redirected to the Reviews Awaiting Assignment page. The system will display a list of Metadata Records which are awaiting assignments. For each Metadata Record, the following are displayed: The record title. Current step name of workflow Minimum number of assignment must be made to complete this assignment step for this record. In parentheses here also shows number of user already assigned. Maximum number of assignment allowed for this Metadata Record. A drop-down list displaying all the eligible reviewers, and their current pending workload in parentheses. The list includes “no assignment” if there is no workload for this user. Links to add more than one user or remove added users.

11.2 Assign Reviews

Which users have access to this page?

All users who are eligible to assign reviews as defined in the workflow.

To access this module you must belong to a user group that was selected as the assigning group for a peer review workflow.

Steps

1. Select an eligible reviewer from the dropdown list. If you want to assign more than one reviewer click on “Add another reviewer” from action column. Remove selected reviewer by clicking on “Remove all” link. 2. Click on “Assign Reviews” button.

Result

The Metadata Record will be assigned to selected reviewers for review. These reviewers will now be able to see this review in their ”View pending reviews” page.

11.3 View Assigned Reviews

Which users have access to this page?

Collection Administrator and Collection Manager

What does this functionality allow me to do?

View all Metadata Records that have been assigned for review. You will be able to re-assign reviews from this page.

You will be redirected to the View Assigned Reviews page. The system displays a list of Metadata Records which have been assigned to reviewers for review. For each Metadata Record, the following items are displayed: The Metadata Record title. Name of the reviewer. A drop-down list containing all the eligible reviewers for this Metadata Record and by default the dropdown list is selected with current assigned reviewer. A “change” button at the bottom of the each dropdown list to allow you to change the reviewer.

For each reviews, the following are displayed: The Metadata Record title. Name of the other reviewers assigned for this Metadata Record. The current status of the review. A link to complete the review. A link to view the record's review history (this link is only visible for collection administrator). A link to view the complete Metadata Record.

11.6 Perform Parallel Review

Which users have access to this page?

All users who were assigned to perform parallel review.

What does this functionality allow me to do?

Perform peer review on a Metadata Record by completing the Peer Review form. There will be other reviewers performing the same review on this Metadata Record. Once the specified number or peer reviews have been completed the Metadata Record advances to the next step in the workflow.

1. Click on the “Complete the review” link from View Pending Review page. 2. You will be redirected to the perform reviews page. The system displays a screen with four sections. The top section displays basic details of the record, including its title, summary, URL and name of the step in the workflow process. The second section includes a link to view the complete Metadata Record, to edit the record, to view the review history for the record. The third section includes the Review Form for this record, a dropdown list for review decision and a comments field. Field mark with a star (*) is required. At the bottom of the screen are buttons for “Complete review”, “Save but do not complete”, and “Cancel”. Complete this form with review decision and comments. 3. Click on “Complete review” or “Save but do not complete”. The system verifies that the Review Form was correctly completed, and that an appropriate review decision was made. The system displays a preview of the Review Form, the review decision, and the overall comments. At the bottom of the screen are buttons for “Go back”, “Cancel all my work”, and “Confirm”. 4. Click “Confirm”.

Result

The review is saved to the database and the system returns you to the View Pending Reviews screen. At Step 2 if your click on “Complete Review”, the review will be marked as “Complete”. The Metadata Record may advance to the next step of the workflow subject to completion of minimum number of reviews performed by other peer reviewers. At Step 2 if you click on “Save but do not complete”, the review will be marked as “inprogress”. The Metadata Record does not advance to the next step until you come back and complete the review.

Things to look out for

1. In Step 2, if you click “Cancel”, all your work for this review will be discarded, and you will be returned to the View Pending Reviews screen. 2. In Step 3, if your inputs are not verified as valid, the system will return you to Step 2, and indicate the errors. 3. In Step 4, if you click “Go back”, you will be returned to Step 3 and allowed to continue working. Your review has not yet been saved to the database. 4. In Step 4, if you click “Cancel all my work”, all your work for this review will be discarded, and you will be returned to the View Pending Reviews screen.

11.7 Perform Single Review

Which users have access to this page?

All users who were assigned to perform a single person review.

What does this functionality allow me to do?

Perform a single person review on the Metadata Record. A single person review normally comes after peer reviews are made by peer reviewers in order to aggregate the peer review results. When the review is complete, the review advances to the next step in the workflow.

1. Click on “Complete the review” link from View Pending Review page. 2. You will be redirected to the perform reviews page. The system displays a screen with four sections. The top section displays basic details of the record, including its title, summary, URL and name of the step in the workflow process. The second section includes a link to view the complete Metadata Record, to edit the record, to view the review history for the record. The third section includes the Review Form for this Metadata Record, a dropdown list for review decision and a comments field. Field mark with a star (*) is required. At the bottom of the screen are buttons for “Complete review”, “Save but do not complete”, and “Cancel”. Complete the Review Form with review decision and comments. And selects “Complete review” or “Save but do not complete”. The system verifies that the Review Form was correctly completed, and that an appropriate review decision was issued. The system displays a preview of the Review Form, the review decision, and the overall comments. At the bottom of the screen are buttons for “Go back”, “Cancel all my work”, and “Confirm”. 3. Clicks “Confirm”.

Result

Your review will be saved and you will be returned to the View Pending Reviews screen. At Step 2 if you click on “Complete Review”, the review will be marked as “Complete”. The Metadata Record will advance to the next step of the workflow subject to completion of minimum number of reviews. It will cease to appear in the list of your pending reviews. At Step 3 if you click on “Save but do not complete”, review marked as “inprogress”. The Metadata Record does not advance to the next step. You will have to return to complete the review later.

Things to look out for

1. In Step 2, if you click “Cancel”, all your work for this review will be discarded, and you will be returned to the View Pending Reviews screen. 2. In Step 2, if your input is not verified as valid. The system will return you to Step 3, and indicates the errors. 3. In Step 3, if you click “Go back you will be returned to Step 3 and allowed to continue working on your review. Your review is not yet saved at this stage. 4. In Step 3, if you click “Cancel all my work”, all your work for this review will be discarded, and you will be returned to the View Pending Reviews screen.

11.7.1 View Review History

Which users have access to this page?

All users who were assigned to perform single person or parallel review.

1. The system display list of actions taken on Metadata Record through the workflow process, the name of the user who took the action and the time the action was taken. 2. For reach review performed on the Metadata Record, the system displays a link to the Review Form.

11.7.2 View Reviews Completed By Individual Reviewers

Which users have access to this page?

All users who are assigned to perform single person or parallel review.

What does this functionality allow me to do?

Allows users to see the reviews performed by peer reviewers in the earlier stages of the workflow.

The system displays the following statistics The number of Metadata Records submitted in the system. The number of Metadata Records accessioned into the collection. The number of Metadata Records rejected from the collection. The number of Metadata Records currently under peer review, grouped by workflow step. The number of reviewers active in the system, for each group of users eligible to perform reviews or assignments. The total number of assignments, parallel reviews, and single-person reviews made in the system.

12.2 Monitor User Workload

Which users have access to this page?

Collection Administrator, Collection Manager

What does this functionality allow me to do?

Monitor workload of all users working at various stages of the peer review workflow.

The system will display a list of reviewers in the system. For each user, the system displays: User group name. The number of reviews assigned to the user which are not yet completed (the current workload). The number of reviews assigned to the user which are in progress. The average time to complete a review (in day). The total number of reviews assigned. The total number of reviews completed

12.3 View Summary of Peer Review Progress

Which users have access to this page?

Collection Administrator, Collection Manager

What does this functionality allow me to do?

Monitor the progress of Metadata Records through the peer review workflow.

The system will display a list of the peer review Metadata Records in the system. For each Metadata Record the system displays the following: Metadata Record title. The workflow name associated with this Metadata Record. Current step name of workflow if review is in progress or shows 'completed' if review is already complete. A link to review the Metadata Record peer review history. See View Review History for details about this page.

1. The system will display a list of actions taken on Metadata Record through the workflow process, the name of the user who took the action and the time the action was taken. 2. For reach review performed on the Metadata Record, the system will display a link to the Review Form. From here you can view the details of the review completed by a reviewer. For details see View Reviews Completed By Individual Reviewers.

12.3.2 View Reviews Completed By Individual Reviewers

Which users have access to this page?

Collection Administrator, Collection Manager

What does this functionality allow me to do?

View the review completed by a Peer Reviewer in order to make the final decision on a Metadata Record.